## Chapel Allerton Festival
Charity number 1129716
## Annual Report and Financial Statements
for the year ended 31 March 2021
## Chapel Allerton Festival
Annual Report and Financial Statements for the year ended 31 March 2021
|**Contents**|**Page**|
|---|---|
|Trustees' report|2 to 4|
|Examiner's report|5|
|Statement of financial activities|6|
|Balance sheet|7|
|Notes to the accounts|8 to 10|
**Prepared by West Yorkshire Community Accounting Service**
1
## Chapel Allerton Festival
## Trustees' report for the year ended 31 March 2021
## **Reference and administrative details of the charity, its trustees and advisors**
The trustees during the financial year and up to and including the date the report was approved were: **Name Position Dates** Doreen Ward Chair Stephen Hunter Treasurer Alan Benstock Secretary Robert Brooks Bettina Leslie Lucy Smickersgill Emma Morrall Resigned 31 March 2021 Elizabeth Stirling Charlotte Tweedy Resigned 31 March 2021 Cathy Falconer Resigned 31 March 2021 Robert Ward Resigned 20 October 2021 James Flegg Ella Bumby Appointed 20 October 2021 Nicole McSweeney **Charity number** 1129716 Registered in England and Wales **Principal address** 18 Gledhow Park Drive Leeds LS7 4JT **Bankers** HSBC Bank plc 108 Harrogate Road Chapel Allerton Leeds LS7 4NU **Independent examiner** Stephen Procter **West Yorkshire Community Accounting Service** Stringer House 34 Lupton Street Leeds LS10 2QW
## **Structure, governance and management**
The charity is a Charitable Incorporated Organisation (CIO) formed on 4 April 2019.
## **Method of recruitment and appointment of trustees**
The trustees of the charity are appointed by the members at the AGM.
2
## Chapel Allerton Festival
## Trustees' report (continued) for the year ended 31 March 2021
## **Objectives and activities**
## **The charity's objects**
To advance the education of the public in the arts in particular by the organising of an annual arts festival in Chapel Allerton.
## **The charity's main activities**
The Chapel Allerton Arts Festival is an annual event, held the week following the August Bank Holiday. It includes diverse arts' events during the week and a street Festival with a range of arts and crafts activities, music and refreshments from Friday night to Sunday teatime. It is aimed at, features and is organised by, local people of all ages. The Festival is entirely organised and managed by volunteers, from the planning committee who meet through the year, to a team of stewards, stage crew and other volunteers who help for a few hours each during the event.
## **Public benefit statement**
In setting our objectives and planning our activities our Trustees have given serious consideration to the Charity Commission’s general guidance on public benefit and in particular the advancement of education and the arts.
## **Achievements and performance**
Lockdown commenced in March 2020 and so for much of the following few months there was great uncertainty about the possibility of any sort of Festival. However the Family Activities group carried on meeting via Zoom with the optimism that some sort of event should take place to make sure that the Festival was still an annual part of the Chapel Allerton calendar. As soon as garden meetings were allowed members of the group met in person and the theme ‘Flying High’ evolved.
Members of the group made beautiful birds and other ‘things’ that fly which hung in the willow tree and outside Seven Arts. The public were invited to contribute and packs were prepared for people to pick up from certain shops and make their own to join ours or to hang in their own trees and bushes.
Meanwhile Chapel Allerton Artists group planned and executed a superb Arts Trail which was showcased in various shop windows during the Festival weekend
Building on our long term collaboration with JazzLeeds, Gledhow Sports Club was booked for music on the Sunday afternoon of Festival weekend. People were invited to buy a ticket which allowed bubbles of six to attend in marked out spaces in the field.
Our activities had the advantage of being ‘low budget’, while the Arts Trail and Jazz were delivered by others – avoiding pressure on our Covid-19 amplified financial constraint. This was eased during the year by a Leeds City Council discretionary grant towards our fixed costs.
So we did have a presence which was creatively planned and many thanks to those whose hard work made it happen.
## **Covid-19**
We carried out an assessment of the financial position before COVID – and at that time concluded that there was material uncertainty over whether we had sufficient funds to stage the Festival 2020 in the usual way. Our conclusion was that we would need a substantial grant.
When COVID hit we concluded quickly that the additional uncertainty of what restrictions might be in place at the time of the Festival and cancelled the event in good time. In terms of ongoing financial commitments we were left with garage rental (£46 pcm), licence renewal (£70 pa) and accounts examination (c£400-£500 for each Festival year).
An alternative, very much smaller activity was staged, within the constraints in place.
Discussions were had over the form/potential for a 2021 Festival started from the requirement for significant grant funding – for any event which might be possible, but also to cover our fixed costs.
3
## Chapel Allerton Festival
## Trustees' report (continued) for the year ended 31 March 2021
## **Covid-19 (continued)**
In terms of the latter, we were fortunate in securing £500 from LCC COVID grants to small businesses with low fixed costs. This stabilised our position, in terms of considerably postponing any action which might have been needed to reduce our fixed outgoings – should any activity to increase our reserves have remained challenging.
We were then fortunate in securing three of four funding applications we put in (noting that the latter three were after the first was unsuccessful) for a 2021 Festival. This allowed us to put on a programme of activities – not to the scale of previous years, but well received and that we could be proud of. These activities, with careful budgeting, allowed us to substantially rebuild our reserves, not to ‘peak’ levels – but to a much more comfortable position.
## **Financial review**
Net expenditure for the year was £342, including net income of £108 on unrestricted funds and net expenditure of £450 on restricted funds.
## **Reserves policy**
The charity's free reserves at the year end were £739.
At least half of the cost of the Chapel Allerton Festival (£15,000 - £20,000) is met through audience bucket donations and bar income during the event. It is recognised that dependence on this income to pay suppliers is a risk to the company. Donations are voluntary, bar sales cannot be guaranteed and therefore the expected level of income may not be received, particularly if the event is disrupted - for example due to bad weather.
The trustees of Chapel Allerton Festival have therefore committed to building up and holding a reserve of between £17,500 and the total cost of the most recent Festival. This reserve will ensure that all suppliers can be paid in full no matter what level of audience income is received.
The level of reserve held will be reviewed at the end of each financial year. Planning for the subsequent Festival will take account of the level of reserve held, particularly in terms of the likelihood of income from an 'additional' project matching its cost.
For cash flow reasons the full reserve must be available in the company's current account between August and October (the Festival is fixed as the weekend after the August Bank Holiday every year).
Signed on behalf of the board of trustees on 13/11/2021
Stephen Hunter (Trustee)
4
## Chapel Allerton Festival
## Independent examiner's report to the trustees of Chapel Allerton Festival Charitable Incorporated Organisation ('the CIO')
I report to the charity trustees on my examination of the accounts of the CIO for the year ended 31 March 2021, which are set out on pages 6 to 10.
## **Responsibilities and basis of report**
As the charity trustees of the CIO you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 ('the Act').
I report in respect of my examination of the CIO's accounts as carried out under section 145 of the 2011 Act. In carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. Whilst an independent examination is not required under section 145 of the Act, the trustees have opted for this type of scrutiny.
## **Independent examiner's statement**
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:
- 1 accounting records were not kept in respect of the CIO as required by section 130 of the Act; or
- 2 the accounts do not accord with those records; or
- 3 the accounts do not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a 'true and fair view' which is not a matter considered as part of an independent examination.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
Stephen Procter
23/11/2021
## **West Yorkshire Community Accounting Service**
Stringer House 34 Lupton Street Leeds LS10 2QW
5
## Chapel Allerton Festival
## Statement of Financial Activities
## (including summary income and expenditure account) for the year ended 31 March 2021
|Notes
2021
Unrestricted
funds
£
**Income from:**
Grants and donations
(2)
589
Sponsorship and concessions
-
Stall fees
-
Event income
-
Gift Aid
-
Bar income
-
Other income
-
**Total income**
589
**Expenditure on:**
Security and cleaning
-
Facility hire
90
Licences and permits
93
Event equipment hire
-
Postage and stationery
-
Advertising and publicity
94
Independent examination
192
Equipment and materials
-
Mobile phone
12
Insurance
-
First Aid
-
Performers fees
-
Bar expenses
-
Children's activities expenses
-
Activity expenses
-
Collection expenses
-
Other expenses
-
**Total expenditure**
481
**Net income / (expenditure)**
108
**Fund balances brought forward**
631
**Fund balances carried forward**
(3)
739|2021
Restricted
funds
£
-
-
-
-
-
-
-
-
-
450
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
450
(450)
450
-|2021
Total
funds
£
589
-
-
-
-
-
-
589
-
540
93
-
-
94
192
-
12
-
-
-
-
-
-
-
-
931
(342)
1,081
739|2020
Total
funds
£
15,696
9,108
1,418
3,401
3,675
13,227
124
46,649
2,782
1,150
170
24,113
403
1,276
420
676
-
3,498
1,516
8,772
10,044
923
438
66
109
56,356
(9,707)
10,788
1,081|
|---|---|---|---|
All incoming resources and resources expended derive from continuing activities.
6
## Chapel Allerton Festival
## Balance sheet
|as at 31 March 2021
2021
Unrestricted
£
**Current assets**
Debtors and prepayments
(5)
500
Cash at bank and in hand
(6)
431
**Total current assets**
931
**Current liabilities:**
**amounts falling due within one year**
Creditors and accruals
(7)
192
**Total current liabilities**
192
**Net current assets**
739
**Net assets**
739
**Funds**
Unrestricted funds
739
Restricted funds
-
**Total funds**
739|2021
Restricted
£
-
-
-
-
-
-
-
-
-
-|2021
Total
£
500
431
931
192
192
739
739
739
-
739|2020
Total
£
138
2,657
2,795
1,714
1,714
1,081
1,081
631
450
1,081|
|---|---|---|---|
The financial statements were approved by the board of trustees on 13/11/2021
Stephen Hunter (Trustee)
7
## Chapel Allerton Festival
## Notes to the accounts
## for the year ended 31 March 2021
## **1 Accounting policies**
## **Basis of accounting**
These accounts have been prepared under the historical cost convention with items recognised at cost or transaction value unless otherwise stated in the relevant note(s) to these accounts. The financial statements have been prepared in accordance with the Statement of Recommended Practice: Accounting and Reporting by Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2019) The charity constitutes a public benefit entity as defined by FRS 102. There has been no change to the accounting policies since last year. No changes have been made to the accounts for previous years.
## **Going concern**
The trustees are satisfied that there are no material uncertainties about the charity's ability to continue.
## **Incoming resources**
All incoming resources are included in the Statement of Financial Activities (SOFA) when the charity becomes entitled to the resources, it is more likely than not that the trustees will receive the resources and the monetary value can be measured with sufficient reliability.
## **Grants and donations**
Grants and donations are only included in the SOFA when the charity has unconditional entitlement to the resources.
Where grants are related to performance and specific deliverables, they are accounted for as the charity earns the right to consideration by its performance.
## **Expenditure and liabilities**
Expenditure is recognised on an accrual basis as a liability is incurred. Liabilities are recognised where it is more likely than not that there is a legal or constructive obligation committing the charity to pay out the resources and the amount of the obligation can be measured with reasonable certainty.
## **Taxation**
As a charity the organisation benefits from rates relief and is generally exempt from income tax and capital gains tax but not from VAT. Irrecoverable VAT is included in the cost of those items to which it relates.
## **Fund accounting**
Unrestricted funds are available for use at the discretion of the trustees in furtherance of the general objectives of the charity.
Restricted funds are subjected to restrictions on their expenditure imposed by the donor or through the terms of an appeal.
Further explanation of the nature and purpose of each fund is included in the notes to the accounts.
8
## Chapel Allerton Festival
## Notes to the accounts continued
## for the year ended 31 March 2021
|**2 Grants and donations**
Leeds City Council (MICE)
Leeds City Council (Covid support)
Donations
**3 Restricted funds**
Leeds City Council (MICE)
**Fund name**
Leeds City Council (MICE)
**4 Debtors**
Debtors
**5 Cash at bank and in hand**
HSBC current account
Cash
Pay Pal account
**6 Creditors and accruals**
Creditors
Accruals
WYCAS independent examination|2021
2021
Unrestricted
Restricted
funds
funds
£
£
-
-
500
-
89
-
589
-
Balance b/f
Incoming
£
£
450
-
450
-
**Purpose of restriction**
Towards festival running costs|2021
2020
Total
Total
funds
funds
£
£
-
750
500
-
89
14,946
589
15,696
Outgoing
Balance c/f
£
£
450
-
450
-
(including equipment hire).
2021
2020
£
£
500
138
500
138
2021
2020
£
£
421
2,270
-
327
10
60
431
2,657
2021
2020
£
£
-
1,294
192
420
192
1,714|
|---|---|---|
## **7 Related party transactions**
## **Trustee expenses**
No trustee received any expenses during this year or the previous year.
## **Trustee remuneration and benefits**
No trustee received any remuneration or benefit during this or the previous year.
9
## Chapel Allerton Festival
## Statement of Financial Activities including comparatives for all funds (including summary income and expenditure account) for the year ended 31 March 2021
|2021
2020
Unrestricted Unrestricted
funds
funds
£
£
**Income**
Grants and donations
589
14,946
Sponsorship and concessions
-
9,108
Stall fees
-
1,418
Event income
-
3,401
Gift Aid
-
3,675
Bar income
-
13,227
Other income
-
124
**Total income**
589
45,899
**Expenditure**
Security and cleaning
-
2,782
Facility hire
90
1,150
Licences and permits
93
170
Event equipment hire
-
23,813
Postage and stationery
-
403
Advertising and publicity
94
1,276
Independent examination
192
420
Equipment and materials
-
676
Mobile phone
12
-
Insurance
-
3,498
First Aid
-
1,516
Performers fees
-
8,772
Bar expenses
-
10,044
Children's activities expenses
-
923
Activity expenses
-
438
Collection expenses
-
66
Other expenses
-
109
**Total expenditure**
481
56,056
**Net income / (expenditure)**
108
(10,157)
**Fund balances brought forward**
631
10,788
**Fund balances carried forward**
739
631|2021
Restricted
funds
£
-
-
-
-
-
-
-
-
-
450
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
450
(450)
450
-|2020
Restricted
funds
£
750
-
-
-
-
-
-
750
-
-
-
300
-
-
-
-
-
-
-
-
-
-
-
-
300
450
-
450|2021
Total
funds
£
589
-
-
-
-
-
-
589
-
540
93
-
-
94
192
-
12
-
-
-
-
-
-
-
-
931
(342)
1,081
739|2020
Total
funds
£
15,696
9,108
1,418
3,401
3,675
13,227
124
46,649
2,782
1,150
170
24,113
403
1,276
420
676
-
3,498
1,516
8,772
10,044
923
438
66
109
56,356
(9,707)
10,788
1,081|
|---|---|---|---|---|
10